Program Assistant

Position: Program Assistant

Contract Type: Consultancy
Location: Remote (Monrovia, Liberia preferred)
Reports to: Program Manager
Department: Programs Department
Duration: 12 months

1. Background

The Ellen Johnson Sirleaf Presidential Center for Women and Development (EJS Center) was founded by H.E. Ellen Johnson Sirleaf, Africa’s first democratically elected woman head of state, to champion women’s ascension to the highest levels of leadership and dismantle systemic barriers to women’s advancement. The Center increases the visibility, representation, and influence of African women through flagship programs such as the Amujae Initiative, The Collective, the Next Gen Initiative, Elevate Liberia and targeted convenings and advocacy efforts.

As programming expands in scale and geographic reach, the Programs Department requires dedicated support to sustain delivery quality, maintain institutional records, and ensure that coordination demands do not displace strategic work at the management level.

2. Purpose of the Role

The Program Assistant provides direct implementation and coordination support to the Programs Department, working under the supervision of the Program Manager. The role is delivery-focused: it exists to ensure that program activities are executed on schedule, documented accurately, and supported logistically from planning through to closeout.

3. Key Responsibilities

The Program Assistant will report to the Program Manager and collaborate with colleagues across the Programs Department to:

Program Coordination and Implementation Support

• Support the day-to-day execution of program activities against approved workplans and timelines.
• Maintain program calendars, activity trackers, and task schedules, and flag slippage to the Program Manager early.
• Prepare and circulate meeting agendas, briefing notes, and background materials for program meetings.
• Track action items arising from program meetings and follow up to closure.

Event and Convening Support

• Provide logistical and administrative support for forums, coaching sessions, workshops, and cohort convenings, including participant coordination, travel and accommodation arrangements, venue liaison, and materials preparation.
• Maintain participant databases, registration records, and attendance documentation.
• Support onsite delivery during events, including registration, session support, and speaker coordination.
• Compile post-event documentation, including attendance records and feedback summaries.

Documentation and Knowledge Management

• Draft activity reports, meeting minutes, and session summaries for review by the Program Manager.
• Maintain an organized program filing system covering concept notes, workplans, participant records, contracts, and reports.
• Support donor and board reporting by assembling activity data, participation figures, and supporting evidence.
• Ensure program outputs conform to Center brand and template standards.

Stakeholder and Participant Liaison

• Serve as a first point of contact for program participants, facilitators, and partners on routine matters.
• Draft correspondence for clearance and issue approved communications.
• Maintain accurate contact records for cohort members, alumni, partners, and service providers.

Administrative and Procurement Support

• Raise procurement and payment requests, with supporting documentation, for program activities in line with Center policy.
• Track program expenditure against activity budgets and report variances to the Program Manager.
• Support vendor coordination and follow up on deliverables and invoicing.

4. Qualifications and Experience

• Bachelor’s degree in development studies, international relations, public administration, social sciences, or a related field.
• Minimum two years of relevant experience in program support, coordination, or administration, preferably within a non-profit, development, or foundation setting.
• Demonstrated experience supporting events, convenings, or training programs, including participant and logistics coordination.
• Strong written English; working knowledge of French is an advantage.
• Proficiency in Microsoft Office and Zoom; familiarity with project tracking tools such as Asana is an advantage.

5. Competencies

• Organizational discipline: Reliable and effective under concurrent deadlines.
• Attention to detail: Careful and accurate in documentation, records, and correspondence.
• Discretion: Handles participant and institutional information with appropriate confidentiality.
• Initiative within direction: Works well under supervision while exercising sound initiative on routine matters.
• Professional judgement: Engages senior leaders, partners, and external stakeholders appropriately.

6. Reporting & Supervision

The Program Assistant reports directly to the Program Manager, who holds day-to-day supervisory responsibility for work assignment and quality review. The Director of Programs holds overall oversight of the position.

7. Duration and Compensation

• Consultancy position remote, for an initial term of 12 months.
• Remuneration commensurate with experience.